Nex is a creative award winning architecture practice working at the intersections of design, architecture and infrastructure. We are currently seeking a proactive, highly organised and self-motivated administrator to join our studio based in Clerkenwell, central London. It will be a part time role one-two days per week and we can offer some flexibility on arranging a schedule.
Applicants should have at least two years of professional experience in an office administrator role, ideally in an architecture or creative design based environment.
We are looking for someone with a systematic and consistent approach to work, a high level of professionalism and an ambition to help progress the development of a young practice.
Exceptional coordination and multi-tasking skills and a keen attention to detail are integral to this role.
The capacity to be adaptable, decisive and work independently is essential. This is a wonderful opportunity for a confident individual with strong numerate and communication skills and thrives in a busy and creative environment.
This role and responsibilities:
greeting studio guests and general reception duties when present: answering telephone calls, receiving/distributing post, arranging couriers, monitoring the studio email inboxes
maintaining overall tidiness and appearance of the studio, weekly checking and re-stocking of office supplies, stationery and printer consumables
reviewing and updating office policies, insurances and accreditation processes
maintaining office filing and administration, providing administrative support to the team
working alongside director and senior management in relation to contracts, fees, profitability, costs and invoicing; staff time-sheets and preparing resource spreadsheets
monitoring IT systems: researching and buying any required equipment or software, liaising with the external IT support for any issues
sourcing and managing CPD (continuous professional development)
tracking and assisting with press and media requests
regular review and updating of company website and social media platforms
liaising with our accountant, invoicing, monitoring company bank accounts and credit cards, managing everyday office finances, petty cash and project expenses
HR administration: hiring and induction, monitoring employee leave, managing staff reviews, keeping up to date with HR policies and adjusting employment letters, contracts and employee handbook as required
assisting with organisation of director’s diary, filtering calls/emails and responding to messages as appropriate, preparing correspondence, arranging travel arrangements, updating contact database, advising on all relevant studio activity and staff movements, handling expenses, some personal business as required
Required qualifications and skills:
a background in architecture, design or a similar creative industry is essential
fluency in English with exceptional written and verbal communication skills
strong Interpersonal skills with the ability to set the tone of the office with staff and visitors
excellent time management skills and able to work independently
capable of discretion, tact, diplomacy and professionalism when dealing with clients and colleagues alike;
thorough and conscientious, with a sensitivity for detail and presentation
ability to proactively identify and provide solutions for the smooth-running of the office
confident, friendly, and cheerful disposition
ability to show initiative and remain calm under pressure;good document control skills dealing with sensitivity to handling confidential material
a high degree of numeracy and financial literacy for checking documents
a knowledge of Microsoft Office and Adobe Suite is essential; awareness of design and graphic presentation
IT literate
UK/EU national or in possession of a valid UK work permit.
The position is available for an immediate start.
How to apply
To apply, please email us your CV, and cover letter with ’15.09 admin assistant’ in the subject line to work@nex-architecture.com.
Total file size should be under 5MB. We are an equal opportunities employer.